Authority To Submit Tender Policy LCO-POL-01

[Audio] Form No. LCO-POL-01 Last Review April 2024 Revision 2024-V1 Reviewed By S SMITH Authority to Submit Tender (AST) – Policy Please note this document should be read in conjunction with document LCO-GUI-02 MFSG Limits of Authority & SAL-TEM-06 Contract Risk AST Form & LCO-GUI-01 Contract Legal Red Flags. These can also be found in the Appendix to this document. Note, each entity's AST Form is listed as per the Appendix in this document. Each entity will be issued the correct AST Form to share amongst its relevant team members. The purpose of this Policy is to document the Marlowe Fire and Security Group Authority to Submit Tender process and procedures. Limit of Authority processes are documented under separate Policy reference LCO-POL-02 (Limits of Authority Policy). SUMMARY & OBJECTIVES Authority to Submit Tender (AST) is a process to review and collate commercial, contractual and performance specifications before a legally binding tender / quotation is provided to a customer. The AST review process evaluates contract terms and conditions, pricing and costings, cashflow exposure, project duration, programme, performance specifications, labour resource and health and safety requirements of a specific contract or project to ensure that the company's obligations under the contract will not expose the company to undue commercial risk. The AST brings all stakeholders of the tender together to collaboratively commit to any potential project with confidence in all areas as listed in this definition. The overall responsibility of the AST process lies with the salesperson who is to co-ordinate as necessary and bring the relevant parties together to achieve the required collective sign off. When to use:  The value of the tender or quotation is greater than the limit of authority (LOA) given to the salesperson, see LCO-GUI-02 MFSG Limits of Authority. The form will determine this when your name is selected on the 'STAGE 1 | BNB' sheet.  The tender is not being submitted on MFSG standard terms and conditions of sales and/or contains conditions highlighted as unacceptable or high risk in the LCO-GUI-01 (Legal Red Flags).  The credit limit for the proposed customer are less than the total value of the job or payment terms are not within the Company's accepted limits as detailed in LCO-GUI-01. t. 0333 010 2000 I e. [email protected] I w. marlowefireandsecurity.com I Page 1 of 4.

[Audio] Form No. LCO-POL-01 Last Review April 2024 Revision 2024-V1 Reviewed By S SMITH Internal Stakeholder Identification: The value of the tender or quotation may pass the LOA (Limit of Authority) of your Line Manager and may require sign off by one or more senior members of your company (Example Project Directors or Managing Directors) or in the case of high value bids and tenders, the MFSG CEO. Complete the details on the form and the required signatories will be indicated on the AST spreadsheet. If you are submitting a quotation on MFSG terms and conditions which, is not a binding offer and does not involve you signing a form of tender you will require only the approval of your line manager (subject to all criteria being met that requires the salesperson to not have to use the AST and falls within your Limit of Authority). Tasks to complete prior to AST review meeting Collaborate with each department to ensure all aspects of the contract are reviewed and approved;  Sales: Estimated allowable costs, contingencies and margins.  Finance : Cashflow exposure, payment terms and retentions  Legal: Contract review of the T&C's  Operations: Contract Programmes, technical specification, supply chain commitments, subcontractors and resource demands.  Health and Safety: Safety plans, risk assessments and CDM obligations.  Engineering: Technical specifications and drawings/design The salesperson must inform the team of deadline commitments and collate the relevant information from the above departments to enable submission of the tender to the customer within the required timescales. AST Review Meeting The salesperson will schedule review meetings with each relevant department (as above) to present the project proposal and discuss the documentation. This allows stakeholders to ask questions, seek clarifications, and provide input (where necessary). If you are aware of a tender deadline for submission, ensure you book an AST review meeting with all required signatories giving good notice to all in advance of the submission date. Give yourself time to make any revisions requested by those in the review meeting. If in any doubt if you need to seek review and authorisation - speak to your line manager for further advice. t. 0333 010 2000 I e. [email protected] I w. marlowefireandsecurity.com I Page 2 of 4.

[Audio] Form No. LCO-POL-01 Last Review April 2024 Revision 2024-V1 Reviewed By S SMITH Revisions and Feedback: Incorporate feedback and revisions from each department into the project documentation. This may involve multiple iterations to ensure alignment with departmental requirements and standards. Obtain the necessary approval from each department. Final AST Review Meeting: Conduct a final review meeting with all relevant departments to present the consolidated project documentation and address any remaining concerns. This may not be required if all parties are satisfied in the initial AST review meeting. AST Sign Off Once all departments are satisfied with the project documentation, request formal sign-off from each relevant internal stakeholder as noted in the 'Internal Stakeholder Identification' section. Documentation and Archiving: Document all approvals and file them appropriately. This documentation serves as a record of internal approvals and is crucial for audits and future reference. Communication: Communicate the internal sign-off to the project team and other relevant stakeholders. This ensures that everyone is aware of the approved project parameters. SUMMARY By following these steps, MFSG can systematically obtain internal sign-off from various departments, ensuring that the project is well-planned, compliant, and supported by all necessary stakeholders. The Authorisation process is designed to protect the business from entering into undue or excessive contractual risk. It also ensures the collaborative review and acceptance of all deliverables and obligations by respective experts in their field. t. 0333 010 2000 I e. [email protected] I w. marlowefireandsecurity.com I Page 3 of 4.

[Audio] Form No. LCO-POL-01 Last Review April 2024 Revision 2024-V1 Reviewed By S SMITH Appendices:  LCO-GUI-02 MFSG Limits of Authority  SAL-TEM-06 Contract Risk AST Form o SAL-TEM-06.1 MFS (inc. MKFS & HTL & Marlowe Smoke Control) o SAL-TEM-06.2 Clymac o SAL-TEM-06.3 FAFS o SAL-TEM-06.4 ACL (inc. Griffin) o SAL-TEM-06.5 Morgan Fire  LCO-GUI-01 Contract Legal Red Flags t. 0333 010 2000 I e. [email protected] I w. marlowefireandsecurity.com I Page 4 of 4.